Administrative & Events Coordinator Jobs

Overview:

The School of Architecture is seeking an Administrative and Events Coordinator. Working in a fast-paced and dynamic environment, this individual is a proactive, highly organized, resourceful team player with excellent customer service and decision-making skills. Serving as the primary contact for events, travel, and administrative support, they will be responsible for managing the SoA’s wide range of events including the Lecture series, conferences, departmental functions, graduate and undergraduate student events, recruiting events, and commencement activities. Additionally, this role is the primary contact for all SoA related travel and will provide administrative support to the School of Architecture faculty, staff, students, and visitors.

The position requires strong interpersonal and communication skills, the ability to complete complex assignments quickly, independently, and proactively, and the ability to manage and prioritize multiple, simultaneous projects and tasks. This position reports to the Department Manager, is a full-time position that requires a flexible schedule during peak periods of activity when there will be some weekend and evening hours.

Responsibilities:

Administrative Coordination: 20%

• Primary contact for the SoA office; greet visitors and respond to all manner of questions in person, by phone, and email.

• Manages space scheduling for the Architecture Building using EMS. • Maintain office inventory; create requisitions and orders for purchases.

• Maintains Faculty and student mailboxes and office signage; distribute mail and packages as needed • Maintains department bulletin boards and postings

• Provides general office and clerical support; Coordinate with Facilities for building work orders
• Serves as a telephone and building access coordinator.
• Collaborate with the Business Manager for all purchases
• Hire and supervise 4-6 student workers per semester.
• Assists School Administrator/Department Manager in projects and duties as needed.
• Maintain office and studio key database and distribute office and studio keys as needed

Event Management: 50%

• Process all orders, requisitions, and PO’s using Concur, Prime Marketplace and PeopleSoft
• Requires on-site support and evening hours throughout the semester.
• Manage planning and logistics required to bring SoA events to life and serve as the primary point-of-contact for all SoA events. SoA events include academic milestones for our students including studio courses and final reviews/presentation including co-curricular events such as lectures and exhibitions.
• Manage all aspects of planning events at SoA including but not limited to venue selection, transportation arrangements, hotel accommodations, catering and dining arrangements, vendor selection, event décor and design, event registration and event budget management.
• Collaborate with the Business Manager for all purchases.
• Liaise with various departments at Princeton University, including Campus Dining, Facilities, Transportation and Parking Services, Conference and Event services, and Instructional Support Services to reserve, deliver and setup event related items including catering, tables, chairs, linens, a/v, etc. from internal and external vendors.
• Collaborate with colleagues in the department to facilitate run-of-show and logistical components associated with SoA events including the SoA Lecture Series, Fall and Spring Open House, Reunions, Class Day and Commencement, Spring Post-Professional Final Review, student and departmental social events, faculty lunch meetings, FPO lunches, final reviews, etc.
• Maintains database of participants at lecture events and registration for AIA continuing education using the AIA Education Portal.

Travel Management: 30%

• Process all orders, requisitions, and PO’s using Concur, Prime Marketplace and PeopleSoft.
• Collaborate with the Business Manager for all purchases.
• Manage all SoA and Princeton University sponsored travel throughout the year including travel arrangements for faculty search candidates, visiting speakers, visiting jurors, visiting faculty, some faculty travel, and other travel as needed.
• Liaise with Princeton International, Global Safety and Security, and other Princeton University departments to ensure student group travel is in compliance with the most current policies and practices and communicating that information to appropriate parties.
• Manage the fall and spring SoA and Princeton University sponsored group travel that includes travel arrangements for domestic and international studio group travel; working with Princeton Travel partners, this includes air and ground transport, hotel accommodations, site visit/museum ticket purchases, etc.; Coordinate with faculty and students in arranging travel. 85% of our undergraduate and graduate students travel each year

Qualifications:

Qualifications:

• Must be able to work a flexible schedule, which will include evenings and weekends.
• Strong interpersonal, written, and verbal communications skills.
• Demonstrated ability to work collaboratively in a diverse environment
• 5 years of work experience in conference and/or event management
• Ability to work in a fast paced, team centered environment with competing demands
• Experience with providing excellent customer service
• Work effectively across departmental lines to assure a standard of excellence in all conferences and events.
• Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide a level of excellence to the client.
• Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.
• Bachelor’s degree
• Proficiency with Microsoft Office Suite and Google Workspace is required.
• Excellent written and oral communication skills. Diplomacy and discretion are essential.

Preferred Qualifications:

• Familiarity with Princeton business and curricular systems is desirable – Peoplesoft, Concur, Information Warehouse, and CIS
• Familiarity with event related technologies: EMS, etc.
• Work experience in a university setting

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours: 36.25 Work Schedule, If Other Than Standard Hours: some evening hours required Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Driver’s License Required: No Experience Level: Entry Level : #LI-CN1